{"id":103,"date":"2025-06-18T12:24:50","date_gmt":"2025-06-18T16:24:50","guid":{"rendered":"https:\/\/www.cavehill.uwi.edu\/ossd\/student-event-management\/"},"modified":"2026-08-08T21:44:18","modified_gmt":"2026-08-09T01:44:18","slug":"student-event-management","status":"publish","type":"page","link":"https:\/\/www.cavehill.uwi.edu\/ossd\/support-services\/student-event-management\/","title":{"rendered":"Student Event Management"},"content":{"rendered":"<div class=\"container-fluid page-wrapper site-font\">\n<div class=\"row\">\n<section id=\"main-content\">\n<div class=\"lc-block\">\n<div editable=\"rich\">\n<h1 class=\"page-header\"><strong>Student Events<\/strong><\/h1>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"page_text\">\n<div class=\"banner\"><img decoding=\"async\" alt=\"topp image\" src=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Support-Services\/Student-Event-Management\/images\/Event-Planning-2017.png\"><\/div>\n<p>\n\t\t\t\tStudent organisations and activities are a vital part of University life and are organized through the Guild of Students. OSS oversees the Guild\u2019s organisation of student events and activities and provides guidance and support to ensure that student activities are successful.&nbsp;&nbsp;<\/p>\n<p>\t\t\t\tOSS provides weekly consultation to ensure that events meet the required, University Health, Safety and other regulatory requirements and to ensure that ultimately these events are a success. It is a facilitative process where students receive feedback on how to strengthen their activities and programming. Please ensure that there are at least two members of your committee who can discuss your plans and answer questions from the Student Activities Committee (<strong>SAC<\/strong>) when attending the meetings.&nbsp;<br \/>\n\t\t\t\t&nbsp;<\/p>\n<div class=\"banner\">\n\t\t\t\t\t<a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Support-Services\/Student-Event-Management\/Event-Planning-Guide.docx\"><br \/>\n\t\t\t\t\t\t<img decoding=\"async\" alt=\"planning guide\" src=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Support-Services\/Student-Event-Management\/images\/Event-Planning-Guide.png\" class=\"\"><br \/>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n<div class=\"lc-block\">\n<div editable=\"rich\">\n<h3 class=\"banner\">Planning a student event on campus?<\/h3>\n<\/p><\/div>\n<\/p><\/div>\n<p>\t\t\t\t&nbsp;<\/p>\n<div><span style=\"color: #800000\"><strong>Here is the Process<\/strong><\/span><\/div>\n<div class=\"lc-block\" editable=\"rich\">\n<ul>\n<li>All proposals must be submitted&nbsp;to the Director of Student Services <strong>sixty (60) working days<\/strong> in advance of the proposed event for consideration.<\/li>\n<li>Once submitted you will be contacted <strong>within two (2) weeks <\/strong>to schedule a meeting with the Student Activities Committee (SAC). Ongoing consultation will be provided in preparation for the meeting with the SAC.<\/li>\n<li>Notification of approval will be given <strong>four (4) weeks prior to your event <\/strong>(<cite>this time frame varies and is based on the submission of relevant documentation as requested by the SAC )<\/cite><\/li>\n<\/ul><\/div>\n<div><span style=\"color: rgb(128,0,0)\"><strong>Now take a look at the relevant forms and information you will need <\/strong><\/span><\/div>\n<div class=\"lc-block\" editable=\"rich\">\n<ul>\n<li>The University of the West Indies through the Director of Student Services must sanction all events.&nbsp;&nbsp;<\/li>\n<li>See <a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Resources\/Forms\/Regulations-Governing-Holding-Student-Fetes-and-Social-Events.pdf\">Regulations Governing Holding Student Fetes and Social Events<\/a><\/li>\n<li>See <a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Resources\/Forms\/Guidelines-for-Holding-Student-Activities-on-Hall.pdf\">Guidelines for Holding Student Activities on Hall<\/a><\/li>\n<li>Hosting a dignitary?, well here are a few things you need to know, see <a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Resources\/Forms\/Protocol-for-Hosting-Dignitaries-on-Campus.pdf\">Protocol for Hosting Dignitaries on Campus<\/a><br \/>\n\t\t\t\t\t\t\tThe event <a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Resources\/Forms\/Student-Activities-Check-List.pdf\">checklist <\/a>serves to advise you of the logistics related to your specific activity.&nbsp;&nbsp;<\/li>\n<li>To use University facilities and equipment you must complete and submit the <a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Resources\/Forms\/Student-Activities-Facilities-Request-Form-RV2022.pdf\">Use of Facilities Form<\/a>&nbsp;to the Office of Student Services <strong>28 d<strong>a<\/strong>ys<\/strong>&nbsp;prior to your event.&nbsp;&nbsp;<strong>Please note, <\/strong>that the&nbsp;form must be stamped and signed by an authorised&nbsp;Guild signatory. (Guild Administrative Secretary, Guild President or Vice President)&nbsp;<\/li>\n<li>Wherever food or beverages are distributed, you need one of these, see <a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Resources\/Forms\/Food-Handlers.pdf\">Food Handlers<\/a> application process and remember to comply with the guidelines by the <a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Resources\/Forms\/Ministry-of-Health.pdf\">Ministry of Health<\/a><\/li>\n<li>See <a href=\"https:\/\/www.cavehill.uwi.edu\/studentservices\/resources\/forms\/policy-on-the-sale-of-alcohol-on-campus-grounds.aspx\" target=\"_blank\">Policy for the sale of Alcohol on Campus Grounds&nbsp;<\/a><\/li>\n<li>See <a href=\"https:\/\/www.cavehill.uwi.edu\/wp-content\/uploads\/sites\/105\/Resources\/Forms\/Food-Safety-Booklet.pdf\">Food Safety Booklet<\/a><\/li>\n<\/ul><\/div>\n<div class=\"lc-block\" editable=\"rich\">\n<p>\t\t\t\t\t\tMeet the members of the student activities committee:\n\t\t\t\t\t<\/p>\n<\/p><\/div>\n<div class=\"lc-block\" editable=\"rich\">\n<ul>\n<li>Director of Student Services<\/li>\n<li>Student Services Manager<\/li>\n<li>Programme Assistant (OSS)<\/li>\n<li>Nurse Administrator<\/li>\n<li>Health, Safety and Environmental Officer<\/li>\n<li>Director&nbsp;of Campus Security<\/li>\n<li>Director of Maintenance<\/li>\n<li>Respective Head of the Department for the factility to be used<\/li>\n<li>Vice President of Guild of Students<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/section><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Student Events Student organisations and activities are a vital part of University life and are organized through the Guild of Students. OSS oversees the Guild\u2019s organisation of student events and activities and provides guidance and support to ensure that student activities are successful.&nbsp;&nbsp; OSS provides weekly consultation to ensure that events meet the required, University [&hellip;]<\/p>\n","protected":false},"author":363,"featured_media":0,"parent":87,"menu_order":9,"comment_status":"closed","ping_status":"closed","template":"page-templates\/ossd-side-menu.php","meta":{"_acf_changed":false,"slim_seo":{"title":"Student Event Management - Office of Student Services and Development - The University of the West Indies at Cave Hill","description":"Student Events Student organisations and activities are a vital part of University life and are organized through the Guild of Students. OSS oversees the Guild\u2019"},"iawp_total_views":0,"footnotes":""},"class_list":["post-103","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/pages\/103","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/users\/363"}],"replies":[{"embeddable":true,"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/comments?post=103"}],"version-history":[{"count":7,"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/pages\/103\/revisions"}],"predecessor-version":[{"id":928,"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/pages\/103\/revisions\/928"}],"up":[{"embeddable":true,"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/pages\/87"}],"wp:attachment":[{"href":"https:\/\/www.cavehill.uwi.edu\/ossd\/wp-json\/wp\/v2\/media?parent=103"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}